Guidelines for Conveners

General Information

Conveners and co-conveners are permanently assisted by the staff of Copernicus Office. We will inform you about any deadlines and milestones with regard to the organization of your session. You will be asked to use different tools of our online system Copernicus Office Meeting Organizer. Therefore, you need a user account (user ID and password). All links and related instructions will be given by email.

Your duties include:

  • Define your session by title, description, and organizers;
  • Advertise your session to your scientific community;
  • Organize your session in terms of contributions and schedule requests;
  • Select the presentation types of the different abstracts;
  • Define chair persons for the actual run of your session at the conference;
  • Provide a summary of the session for online publication.

The Copernicus Office Meeting Organizer provides the following tools to assist you in the fulfillment of your duties:

Session Modification

The session modification enables you to define or to modify the title as well as the description of your session. Furthermore, this tool provides you during the whole period of session and programme organization with up to date information and statistics about the contributions of your session. This web interface is also the starting point for the following tools.

Please access the session programme and browse to your session. You are kindly asked to log in by using the Organizer Login link.

Support Application Ranking

During the abstract implementation, you are asked to review abstracts originally submitted to your session, those which are suggested to be transferred to your session, as well as abstracts without an assignment. In addition, you may upload contributions which were directly sent to you.

The outcome of this tool is the final list of active contributions to be scheduled in your session.

SOII – Session Tagging

During the session tagging, you are asked to provide the Scientific Organizing Committee (SOC) with your scheduling requests. These may include time and inter-session relations, requests for a specific lecture room size, or any other information that you consider as useful.

The SOC will then schedule your session in terms of day, room and time. Missing information from the SOI or SOII tools will be filled by the PSC and the authors will receive a Letter of Acceptance/Rejection by email.

For the EPSC2010, SOI and SOII tools will be available in parallel, i.e. 27 May – 08 June 2010 (see also Deadlines & Milestones). However, you are asked to complete any transfer of abstracts (SOI) by 02 June 2010.

SOIII – Presentation Selection

Following the time as given by the scheduling of the SOC, you are then asked to:

  • Subdivide the abstracts into oral and poster presentations;
  • Define the ordering of the talks and posters;
  • Define the length of each talk.

Your selections will generate your draft session programme with the subdivision into the different times for the presentations. In this draft programme, you are asked to define a chair person for your session.

Missing information from SOIII will be filled by the SOC and the final meeting programme for all sessions will be uploaded. Then, all authors will receive their Letter of Schedule by email, mentioning the actual time and location of their presentation.

Daily Programme

If any modifications in your session programme occur after the upload of the overall meeting programme, please forward this information directly to These changes will be included in the Daily Programme that will be displayed on-site in front of each lecture room.